Call Lists

Overview

Call List is a Bullhorn for Salesforce custom object that allows recruiters to curate lists of candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. or clients A Company is the organization where the contact works. This can also be called the Client. then send them mass email.

Call List Basics

A Call List can be created and used from the Call List tab as well as from the Applicant A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. Tracking System (ATS) and the Search and Match results page. Call List Members can also be added from a Contact record page or List View One of the three user Interfaces in ATS v2 (the others being Kanban View and Table View).

There are two Call List Record Types:

1. Standard: This can be used for any mass mail. In Bullhorn for Salesforce, mass mails are typically used to reach out to Candidates and alert them about new positions A job (vacancy, position, role) is an opening for which a customer's client needs a placement..
2. Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. Marketing: This is designed to mass mail Client Contacts A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact). (potential employers) about candidates. When the Call List is created you will enter the name of the candidate you want to market. When you send a mass mail you can attach files directly from the Candidate’s Contact Document Related List (where resumes are stored). Call List Members of Candidate Marketing Call Lists are usually Client A Company is the organization where the contact works. This can also be called the Client. Contacts A contact (or client contact) is the person who the recruiter is working with at a Company. In Talent Rover a Contact can be either a Client Contact or a Candidate Contact. Both types of Contacts are stored in the same object (Contact)..
   

Creating and Managing Call Lists

In this section, you will find:

• Create a New Call List
• Manage Call List Members
• Add Call List Members
• Combine Call Lists

Create a New Call List

1. Go to the Call List tab and click New.
   
2. Select the Record Type.
   
3. Enter a Name for the Call List.
   
4. If you are creating a Candidate Marketing list enter a Candidate Contact name.
   • With release v3.390 there is an option to select multiple Candidates. See Candidate Marketing Call Lists with Multiple Candidates below for more details.

Add Call List Members

1. Go to the Call List Member section on a Call List record.
2. Click on New.
   
3. The New Call List Member popup contains a lookup field to the Contact object to search for members to add.
   

You can also quickly create a Call List and add Call List Members from Contact List Views. From the List View select the desired candidates and click the Add To Call List button. The System Administrator may need to add the button to the page layout.

Manage Call List Members

Call List Member is a child object to Call List. It displays Call List Member details in a Related List on the Call List page.

The following actions can be performed from the Call List Members Related List.

• Send Email to Members: Tick the checkbox next to the Call List Members to include and click this button to send a mass email.
• Delete Selected Members: Tick the checkbox near the Call List Member names then use this button to remove them from the Call List.
• Delete All Members: Use this button to delete all members from the Call List at once.
• New Application First stage of Job placement flow (Application> Submittal>Interview>Offer> Placement): Use this button to apply Call List Members to a Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement. without having to navigate to the ATS.
• Add To Longlist: Use this button to create a Longlist record for Call List Members and relate to a Job. ( ATS v1 only. See this article for more details: Long Lists.)
• Mass Placement The stage that occurs after a candidate accepts a job offer and facilitates their information being copied to the back office.: This allows recruiters to mass place Candidates directly from Call Lists. (ATS v2 only)
  

Combine Call Lists

It is possible to merge Call Lists together using the Combine Call List button.

1. Go to any Call List record and click on Combine Call List.
2. Select your Target Call List where all your combined Call List Members will go. The Call List you are in is selected by default, but you can choose another existing Call List (use the lookup), or create a new Call List.
3. Once you have designated your Target Call List click Continue.
4. Add Call List Members from the Add Members from these Call Lists section by selecting a Call List. This will add all members. If you've selected multiple Call Lists you have the option to add Call List Members only if they belong to all the selected Call Lists.
5. Next, you can enter Call Lists in the Exclude Members from these Call Lists section, to excludeCall List Members belonging to those Call Lists.
   • This allows you to add all Call List Members that are in Call List 'a' and Call List 'b' to your Target Call List but not if they are also in Call List 'c'.
6. To complete the merge, click on the Combine Call List button at the bottom of this page.

Access Call Lists from Search and Match and Bullhorn ATS

It is possible to create or update Call Lists from the Bullhorn ATS and from the result page in Search and Match following these steps:

1. Select Candidates from the Results list in Search and Match or from the Bullhorn ATS page.
2. Click on the Mass Action icons and select Add To Call List.
3. In Call List Name type the name of your new Call List.
4. Choose Click To Add along with choice of Record Type.
   
5. Click on Add Contacts

Send Mass Emails to Call List Members

In this section, you will find:

• Set a Default Email Address Field
• Email Signatures
• Troubleshoot Adding Call List Members
• Use Templates and Attachments
• Call List Email Sending Limits
• Unsubscribe from a Call List

Select Call List Members by ticking the checkbox by their name and then click the Send Email to Members button. To send the email to all Call List Members, click on the button without making a selection.

After clicking the button the Send Email page opens. It will show the list of recipients, the option of selecting a template, the email body text box, and the Add Attachment options.

Set a Default Email Address Field

By default, emails sent from Call Lists are sent to the email address pulled from the Contact record. Two alternative configurations are possible:

1. Set either Email or Work Email (TR1__Work_Email__c) as the recipient’s email address for all emails sent from Call Lists
   
2. Select which Contact Email field should be used at individual Call List level when you create a new Call List.
   

Troubleshoot Adding Call List Members

If the selected Call List Members don’t get added to the Send To field, it might be for one of these reasons:

1. The Candidate Status picklist on the Contact record for the Call List Member is set to Assigned, Placed, or DNU.
   
   

   The status values that control exclusion from the email are set in a package Custom Label (Candidate DNE Statuses) and can be customized. This filter only applies to Standard Call Lists, not to Candidate Marketing Call Lists.

2. If the default email field designated in the Custom Setting (Email or Work Email) is not populated on the Contact record, then the Call List Member will not be included.
3. On the Contact record, the Email OptOut checkbox is ticked.

Call List Email Sending Limits

Call List Emails are sent via Amazon AWS, so Salesforce limits don't apply.

If the Call List size is on the large side the Email Status field may fail to update due to timing out. To avoid this and keep email tracking accurate, stay below 5,000 emails per blast.

Email Signatures

You can automatically include your signature in Call List emails by using the standard Salesforce email signature functionality. To set one up go to Your Name (top right of screen) > Settings > Emails > My Email Settings > Email Signature

If the signature uses plain text strings, it will not preserve any formatting or line breaks in Call List emails. It is recommended to use an HTML signature which permits formatting and use of a logo or image.

Use Templates and Attachments

Templates can be used in Call Lists emails as long as they do not use template merge fields. The only supported merge fields are {!FirstName} and {!LastName} but they must be inserted directly in the Email message (subject or body) rather than included in a template.

Attachments can be added from your computer when you are using a Standard Call List, and from the Contact Document Related List when you are using a Candidate Marketing Call List.

Unsubscribe from a Call List

When an email is sent from a Bullhorn for Salesforce Call List, it contains an Unsubscribe link:

Recipients who click on that link will not receive any further email sent from a Call List from that particular Org. If the Unsubscribe link was clicked by mistake or if the recipient wants to receive emails again, create a case with Bullhorn for Salesforce Support.

Important details:

• This only applies to emails sent from Call Lists, not to emails sent from any other place in Bullhorn for Salesforce (like Contact > Activity > Send an Email).
• When a recipient clicks on the Unsubscribe link, there is no field update on the corresponding Contact Record (such as an Email OptOut), however a task record is created against the Contact's Activity History Related List with a Subject of Email Suppressed, followed by the name of the Call List. You can create a Task report filtered by “Subject contains Email Suppressed” to keep track of who unsubscribed.
• Unsubscribe has been implemented to comply with Amazon AWS requirements. If recipients are not given the option to unsubscribe, the sender can be blocked.
• If your Org needs to remove this option, please contact Bullhorn for Salesforce to discuss but be aware that the request might be declined depending on Amazon AWS feedback.

Candidate Marketing Call Lists with Multiple Candidates

This feature requires package release v. 3.390 or higher and the Org must use Lightning. The existing Market the Candidate button on the Call List MemberRelated List is replaced by the Market Candidate button.

This feature no longer uses the Candidate Contact field which can be removed if you are switching to this version. Instead, there is a new Email edit page that contains a Candidates lookup field, letting you select multiple candidates.

Email Editing Page Fields

When clicking the Market Candidate button, the email editing page will be displayed. All Call List Members will automatically be selected as recipients if no individual selection is made. This is what the page includes:

• Candidates lookup field
• Recipients list (To, CC and Bcc)
• Email Templates selection
• Email Editor
• Preview
• Attachments
• Default Resume

Candidates lookup field: Candidates can be filtered using Contact List Views. Use the Change Filter link on the right to switch between lists. If Global Search is selected in the List View drop-down, you will search all Contacts you have access to.

To help identify the Candidate in the lookup field, you can add information from Contact record fields:

Email Templates: Email Templates are available by enabling the Use Email Template In BH4SF, this mainly refers to email templates toggle on the screen.
HTML, Custom, and Text template formats are supported along with Contact and User In Salesforce terminology, this is anybody that has login access to an instance. In BH4SF instances, usually the staff of recruiting companies merge fields.

Preview: This read-only feature lets you check how merge fields are rendered in both the email subject and the email body. If there is more than one recipient only the first recipient will be merged.

Default Resume: If the candidate has a resume stored in the Contact Document object and flagged as Default, the resume will be displayed. If there are multiple versions of a resume available, users will be able to select the preferred version to send as attachments in the email.

Attachment: Files can be uploaded using the New Attachment button and sent in the email along with resumes. The total attachment size per email is limited to 10 MB, including the resume and uploaded attachments.

Activity records: When an email is sent, a Task (Activity) is created for each Candidate/ Client combination. For example, when marketing three candidates to three client contacts, nine tasks will be created.